Operating Room Scheduling Clerk Grade 4

Kaiser Permanente's Vallejo Hospital is seeking an Operating Room Scheduling Clerk Grade 4 to manage scheduling operations for surgical procedures and exams. This administrative role is based in the Radiology-Receptionist department and plays a critical part in coordinating patient appointments, procedure room availability, and communication across clinical departments.

Responsibilities

• Schedule patient exams and procedures according to established guidelines and procedures
• Prioritize cases and referrals using established protocols
• Contact patients to schedule appointments and coordinate return visits
• Review daily schedules to ensure full booking and identify opportunities for same-day or expedited appointments
• Cancel and reschedule appointments as needed
• Coordinate scheduling of exam and procedure rooms
• Close referrals according to established guidelines
• Determine and communicate proper patient preparation requirements, coordinate lab tests, inform patients of cost-sharing obligations, and conduct screening questionnaires when applicable
• Communicate with providers' offices via technology to verify orders have been placed
• Pend orders for required tests as appropriate
• Refer patients to other resources including eligibility and financial support services, business office, and member services
• Follow defined KP Health Connect workflows
• Verify schedule completeness and accuracy, identify discrepancies, and coordinate changes with supervisor
• Prepare daily schedules, make copies, and distribute to designated departments as needed
• Secure patient charts and preoperative reports including history/physical, lab results, x-rays, EKGs, and informed consents in advance of procedures
• Maintain open communication with all departments to ensure receipt of required materials
• Notify departments promptly of schedule changes including add-ons, cancellations, and no-shows
• Collect and calculate statistical data and prepare routine and requested reports
• Answer telephones, relay pertinent information to callers, and respond to messages
• Keep nursing informed of individual patient and family concerns or problems

Required Qualifications

• High school diploma or GED
• One year of direct scheduling experience
• Ability to use networked computers including email, KP intranet, internet, and Health Connect
• Proficiency with specialty programs such as MRMS, e-Consult, TRRS, and PARRS
• Proficiency in Excel and Word with passing score on basic PC skills test
• Ability to read and follow instructions, short correspondence, and memos
• Ability to identify, analyze, and solve problems
• Ability to work accurately with high volume of work in a fast-paced setting
• Professional conduct and ability to interact courteously, tactfully, and patiently with members, physicians, co-workers, and clients
• Strong communication skills
• Knowledge of department policies and procedures and understanding of other departments' functions
• Passing score on medical terminology test
• Knowledge of basic math and English composition
• Willingness to work in a Labor/Management Partnership environment

Skills Testing

• Typing test: 35 words per minute minimum
• Medical terminology assessment
• PC skills assessment

Passing test scores remain on file for one year.

Schedule

• On-call/call-in position
• Day shift
• Available to work any day of the week including weekends
• Hours: 12:01 AM to 11:59 PM (on-call availability)
• One hour per week listed

Employment Details

• Location: Vallejo Hospital Tower, Vallejo, California
• Position type: Standard, regular employee
• Job level: Entry level
• Union affiliation: SEIU, United Healthcare Workers West
• No travel required